About the World Bank Group :
Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2018, the WBG committed $67 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $24 billion was concessional finance to its poorest members.
It is governed by 188-member countries and delivers services out of 120 offices with nearly 15,000 staff located globally.
The WBG consists of five specialized institutions : the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID).
The World Bank is organized into six client-facing Regional Vice-Presidencies, several corporate functions and thirteen Global Practices to bring best-in-class knowledge and solutions to regional and country clients.
The mission of the Health and Safety Directorate (HSD) is to protect and promote the health of staff wherever they may be, taking account of their individual health status, working environment and job demands.
This is achieved by managing health risks, offering an evidence-based, quality controlled occupational health services, and nurturing trust in clients through professionalism and confidentiality.
Field Health Services (FHS) team of HSD is composed of doctors and nurses based in Washington and around the globe who provide medical advice and support to World Bank Group (WBG) as well as International Monetary Fund (IMF) Country Office staff and dependents as well as mission travelers.
The FHS team arranges medical evacuations, provides pre-relocation briefings, visits country offices to evaluate local health and safety needs, and helps coordinate country office-based health promotion activities.
FHS is looking for a qualified candidate to fill an E T Temporary position based in Nairobi, Kenya who will provide administrative and logistical support to the work of the team based in Africa.
The team is composed of 4 physicians based in Dakar, Douala, Nairobi and Pretoria and 3 nurses based in Dakar, Nairobi and Johannesburg.
S / he will be expected to think innovatively and to work collaboratively with internal and external partners to tackle increasing demand for health and safety services in the region.
Duties and Accountabilities :
Institutional Policies, Processes and Procedures
Act as a focal point for administrative, accounting and policy related queries.
Oversee and provide guidance on WBG’s Time Recording System (TRS), Leave and Attendance Recording System (LARS), Short-Term (ST) Payment system, and SAP to ensure adherence to departmental and institutional guidelines.
Ensure that team members are using appropriate charge codes and internal orders (IOs) for travel and other activities that impact HSD budget.
Communicate and reinforce important notice regarding accounting deadlines and HR performance review deadlines.
Facilitate procurement and purchasing of goods and services (creation of purchase orders), as well as coordinating Short-Term Temporary / Consultant contracts through Admin Portal.
Technology and Systems
Serve as primary contact for all IT related support or issues
Liaise with appropriate local Information and Technology Solutions (ITS) teams, ITS Mobility and Services Center (GRAS), and other internal parties as needed in order to resolve and / or facilitate IT needs.
Enhance team collaboration by promoting usage of platforms such as Microsoft Teams, Webex, and OneDrive.
Assist in maintaining proper administration and usage of team platforms and websites.
Keep informed of new technology introduced by WBG; ensuring that the team is also informed, and if necessary, trained in using new tools.
Attend IT learning sessions / trainings as needed.
Administrative Support and Coordination
Act as primary administrative coordinator for the Africa region.
Take on SAP roles as needed, such as travel specialist, to support the team, including any short-term consultants.
Assist team with drafting, preparing and editing briefings documents, PowerPoint presentations, communication materials and business case updates.
Provide mission-related support, such as putting together briefing documents, administering pre-mission and post-mission surveys, pouching health promotion materials, editing back to office reports, preparing provider network Excel tables.
Provide logistical support for health events in Country Offices.
Organize teleconference / WebEx calls between FHS team members, Benefits, Cigna, International SOS and any other internal / external partners.
Take minutes at meetings as requested.
Act as the administrative liaison with Health and Safety Directorate at HQ :
Maintain and update out of office and mission calendar
Coordinate the logistics of Annual FHS Team Meetings
Monitor and report expenses (health promotion activities, travel, training) that impact HSD budget
Conduct international market research on currently available medical, IT products to inform HSD team
Data Collection and Reporting
Ensure that all service indicators and completed activities are reported in a timely manner.
Ensure that all demographic information is completed accurately in the OneDrive evacuation log.
Follow up with team members regarding pending health briefings cases.
Collect and send all health screening results data to Program Analyst.
Monitor travel and other expenses of team members.
Minimum education bachelor’s in Administration, Health Sciences, or other relevant fields
5 years of relevant administrative experience; experience in health programs administration or implementation is a plus.
Advanced computer skills and full proficiency in the use of IT software and tools, including but not limited to Microsoft products (Excel, Word, PowerPoint, Outlook, SharePoint, OneDrive), WebEx / Jabber
International Computer Driving License (ICDL) is a plus.
Familiarity with data collection and survey tools, such as an electronic medical records system and SurveyMonkey.
Excellent verbal and written communication skills and ability to organize, edit and draft a variety of documents is essential.
Fluency in English required; working proficiency in French is a plus.
Capacity to work simultaneously on a variety of issues and tasks, independently adjusting to priorities and needs of the unit while achieving results with agreed objectives.
Ability to work diplomatically in a multicultural setting with a global team and coordinate work across different time zones.
Adherence to confidentiality standards set forth by the World Bank Group and ability to exercise a high level of discretion in handling sensitive patient medical information.
Ability to build strong relationship with partners in the Country Offices and external parties.
Deliver results for clients : Takes full ownership to address client needs
Demonstrates initiative, independence and autonomy in addressing client needs in changing business contexts and environments.
Has knowledge of department strategy, vision, and goals and can link them to those of the larger organization. Allocates and prioritizes resources according to areas of most urgent need and greatest impact for the client.
Collaborate within teams and across boundaries : Contributes to wider collaborative efforts
Adopts a collaborative approach to improve overall effectiveness outside one’s department and displays an open, helpful attitude toward others
Approaches conflicts as common problems to be solved
Demonstrates understanding of and acts to incorporate multiple perspectives
Frames thinking / actions with a WBG corporate perspective in mind
Lead and innovate : Initiates changes to work processes to improve efficiency and performance
Applies creativity, flexibility and persistence to develop new approaches
Considers own behavior in context of WBG’s values and mission and recognizes impact on others
Frames problems and recommends solutions
Create, Apply and Share Knowledge : Actively promotes knowledge-sharing
Takes ownership for organization of knowledge-sharing and learning activities
Contributes to the knowledge of the work group and beyond
Uses feedback to develop self and mentor others
Builds personal and professional networks within and beyond the work group
Make smart decisions : Analyzes data to support and enable decision-making
Anticipates, researches, reviews, and analyzes available data and relevant empirical evidence, including lessons learned
Understands risk and can provide basic assessment using cost-benefit analysis
Uses critical thinking and good judgment to make decisions
Supports decisions, takes action and ensures appropriate follow-up actions are taken
Note : The selected candidate will be offered a one-year appointment, renewable for an additional one year, at the discretion of the World Bank Group, and subject to a lifetime maximum ET Appointment of two years.
If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their second-year ET appointment are not eligible for future ET appointments.
Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with diverse backgrounds from around the globe.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.